Implementing Public Engagement

This section provides an overview of identifying the purpose of and resources for public participation. Resource planning involves understanding the project’s general timeline, available staff and funding. The following are key elements of resource planning:

Understanding Objectives

• Understand the nature of the project. What is the overall objective of the project? Is there a decision to be made or action to be taken that the public can influence? If not, asking the public for their input will not be appropriate, but sharing information will. If there is a decision the public can influence, what is that decision? Identify the geographic area of the project.

Budget

• What funding sources are available, such as grants, internal budget allocations or donations?

Staffing and Roles

• Decision-maker(s) Who is the ultimate decision-maker for the project? Will it be voted on by the City Council, is it subject to the Mayor’s approval, or is it someone else? A project may have different decision-makers at different phases.
• Identify staff resources.
  • Which staff are available to support public participation? If resources allow, is the support of consultants / engagement partners anticipated and appropriate? Factor in time for the contracting process when determining the use of consultant/partner support.
  • Which members of the management/leadership team need to review and approve project communication materials and, if applicable, the public engagement plan?

Decision-making Process

Understanding the high-level decision-making process and schedule that projects should follow is an important part of this first step.

• Is there a general timeline within which a decision needs to be made? Are there any regulatory or programmatic constraints affecting this (e.g. legislative requirements, grant deadlines)?
• What are the various stages of the project? At what stages can the public be engaged to provide the decision-maker(s) input that will help inform their decisions along the way? For example, an infrastructure project may include the following stages: Vision, Funding and Approvals, Detailed Design, Contractor Selection and Construction. Public input will support decision-making particularly during the initial Visioning and subsequent Design stages.